Regardless of whether you use Superannuation Processing, Express Super or Super Clearing (Beam) to submit super to your clearing house, you use Manual Calculation to adjust superannuation values for employees.
Whilst it is preferable to change an employee's Superannuation Fund at the beginning of your super reporting period (month or quarter), this is often not possible. Employees may:
change funds mid-reporting period,
or close the old fund without notifying you prior, resulting in the values being returned.
In these circumstances, you will need to transfer an employee's super contributions from their old fund to their new.
Note: If you’ve already paid or received the money from the super fund, exclude it from future processing by entering date processed on the adjustment. If payment hasn’t been made to either the old or the new fund, leave date processed blank to include it in your next file.
Negative values are excluded from super files. If the net result of your super adjustments is negative you will need to recover the money directly from the fund.
The adjustment needs to be processed in a separate period, as both superannuation funds need to be active at the same time. An independent period will avoid doubling up contributions for normal transactions while both funds are active.
Create an adjustment period:
Go to Payroll, Maintenance, General, Pay Frequencies.
Edit the Pay Frequency.
Change the current Period End Date (processed is unticked). You can use a past date, but it should not have been previously used.
Ensure Month is correct. This cannot be changed once the End of Pay is processed.
Run the Transaction Report (Payroll, Reports, Transactions) to ensure there are no other unprocessed transactions for the Period End Date.
Activate both super funds
Go to Payroll, Maintenance, Employees, Employees.
Edit the Employee and select Superannuation Details.
Ensure the old and new funds are included in the Superannuation Funds at the top and neither should have a date in Terminated.
If there is, Edit the record and untick Date Terminated.
In Superannuation Contributions, ensure both Funds:
are linked to an Employer Contribution
have 100% Allocation
and Primary Contribution ticked.
You will receive a warning. Click OK to continue.
Reverse the superannuation for the old fund:
Go to Payroll, Transactions, Processing, Manual Calculation.
Select the Employee.
Select Subtract.
Do not select anything from the Pay Calculation dropdown.
From the Pay Summary window in the bottom left, select Employer Contribution. Both the employee's active Funds will display.
Select the old Fund and enter the amount of super to reverse in This Advice (do not use a negative sign).
For Date Processed, either:
Enter a date if the money has been returned.
Leave it blank to reduce the amount of super included in either Super Processing or Super Clearing.
Select Process.
Add the superannuation for the New Fund:
Continuing in Manual Calculation, select the same Employee.
Select Add and untick Generate Payment.
Select Superannuation from the Pay Calculation to include the Super Earnings for the new fund for the SGL Quarterly Cap.
From the Pay Summary window in the bottom left, select the Employer Contribution.
Select the new Fund and enter the amount of Super to transfer in This Advice.
Enter Super Earnings if you want to include them in the SGL Quarterly Cap.
For Date Processed, either:
Enter a date if the money has been paid to the new fund.
Leave it blank to include the amount of super for the new fund in either Super Processing or Super Clearing.
Select Process.
Complete the superannuation adjustment pay run:
Run the Transaction Report (Payroll, Reports, Transactions) to check that the values are correct.
Take a backup of the database.
Generate the EFT (Payroll, Transactions, Import and Export, EFT Export), it will say no records to print.
Run Pay Advices by going to Payroll, Reports, Transactions for the Period End Date.
Report the pay via STP Reporting (Payroll, Transactions, Import and Export). As the adjustment is moving super from one fund to another, the values shouldn't change.
Run End of Pay by going to Payroll, Transactions, End of Period. Untick Update Leave and change the End of Next Period to the correct date.
Review either Super Processing or Super Clearing (Payroll, Transaction, End of Period) to check that the Super values have moved from the old fund to the new fund. Do not tick Pay to Fund in Super Processing at this point if you are not ready to submit your Super.
Terminate the old fund on the employee record
Return to the employee's record and select Superannuation Details.
Edit the Old Fund and enter a Date Terminated.
Then Edit the Employer Contribution attached to the old fund
Enter 0 for Allocation.
Untick Primary Contribution.
Click OK to save. The employee now only has the new fund as active.